We've made some changes

Prior to version v7.18.8, overdue fines for lost items were a bit complicated because they were dependent on your Circulation Rules preferences for overdue items. There wasn't a lot of wiggle room if you needed to charge one patron for an overdue item but not another; either your library charged overdue fines, or it didn't. And if a lost book was returned, there was no way to charge an overdue fine in addition to the Returned Lost Item fee. So we fixed it.

We wanted to give you a more flexible, simplified process. Here are the big changes:

1. Removed Preferences. The preferences responsible for fees and fines on lost and returned items have been removed:
   
   • Charge Overdue Fines on Lost Items. Overdue fees continued to accumulate on lost items up to the max fine set by the item's policy preference.
   • Returned Lost Item Fee. When a lost item was returned, the patron was charged a set amount for administrative processing fees.
2. Two Processes. To avoid confusion, the Lost Item Fee is processed independently from the Overdue Fine. Two processes, two receipts. 
   
   
3. Overdue Fines. When an item that was thought to be lost is later returned, an overdue fine is calculated retroactively from the original due date.
   
   • The patron is responsible for this fine, up to the their limit set by their Overdue Patron Policy setting:
     
     • Fines limited by item cost. The overdue fine will not exceed the replacement cost of the item.
     • Maximum fine for overdue item. The overdue fine will not exceed the amount specified here.
   • The operator can forgive (waive) all or part of this fine in the Overdue Fine window when processing the bookdrop or later in Circulation > Charges tab > History subtab.
     
     

Lost Item

When an item is declared lost, it is checked out to the Lost Copies system patron to remove it from circulation and flag it for later removal. In Circulation, there are two ways to report an item is lost:

Lost Copies system patron

If you know barcode of the lost item(s), use this method:

1. In Circulation, choose Check In/Out (.) mode.
2. To pull up the Lost Copies system patron, type 1 in the command line and press <enter>.
3. Type the barcode of the copy was lost, then press <enter>.
4. Next, if the item was checked out to a patron, Alexandria will calculate fines and fees. 
   
   

Declare Lost

Is the patron in front of you? Use this method:

1. In Circulation, open the current patron to the person who lost the item.

2. On the bottom half of the screen, click the Circulation tab and then the Renewals subtab.

3. Select the copy in question, then click Declare Lost.

4. Are you sure you want to declare this item lost? If this is the correct copy, click Yes.
5. Next, Alexandria will calculate fines and fees.

Fines and Fees

You will only see the Overdue Fine window if the item has accrued a fine, and you will only see the Lost Item Fee window if the item has a set replacement cost. Payments for these charges are made separately. The librarian can waive some or all of the charges by entering an amount in the Forgiven fields.

1. • Overdue Fine: Enter or adjust any of the charges or payments for this transaction, then click Process.
   • Lost Item Fee: Enter or adjust any charges or payments for this transaction, then click Process.

If you choose Cancel to close either window, the item will still be declared lost and any applicable fines and fees will be posted to the patron's account. Later, the librarian can go to Circulation > Charges tab to apply a payment or forgive a charge.

Returned Lost Item

Sometimes an item that was lost is found and returned, at which point the librarian will bookdrop the item into circulation or check it out to someone else. The rest of the process is a bit different depending on your version of Alexandria. But first, here are a few things you should know.

1. It is possible for a patron to have two sets of overdue fines: one from when they lost it and another from when they found it.

2. If a partial payment or no payment is made during this process, the balance can be paid or forgiven later in Circulation > Charges tab > History subtab.
   
   
3. When the lost item is returned under these circumstances, you will not see the item processing windows, and any applicable charges will be posted to the patron's account automatically:
   
   • The item is returned via transaction script.
   • The patron returns the item in Self-Service mode.
   • The operator's security preferences do not allow them to process charges.
   • Circulation mode is set to Inventory Bookdrop Suppressed or Inventory Suppressed.

7.18.8 and older

1. Return

The librarian bookdrops the item or tries to check it out to someone else.

Alexandria will ask if the lost item has been found. Choose Yes.

2. Lost Item Found

A fee will be charged for the item's return if the Returned Lost Item Fee is checked in your site's Circulation Rules preferences.

Enter or adjust any charges or payments for this transaction, then click Process.

3. Success!

The item has been returned to circulation, and any remaining charges have been posted to the patron's account.

7.18.9 and newer

1. Return

The librarian will bookdrop the item into circulation or try to check it out to someone else.

If you no longer want to bookdrop the item, choose Cancel. Otherwise, click Continue.

Behind the scenes, Alexandria will recalculate the overdue fine for the patron who lost the item, but you wont see the overdue fines window yet.

2. Process Found Item

This is your opportunity to refund or forgive remaining charges, and charge any additional fees associated, as required.

This window shows you exactly what was charged, what was paid or forgiven when the item was lost originally, and the balance owed. Any previous payments made for this item can be refunded to credit, and the some or all of the remaining lost fee can be forgiven. If you need to charge an additional fee, enter that amount in the last field.

Enter or adjust any of the charges or payments for this transaction, then click Process.

3. Overdue Fines

When an item that was thought to be lost is later returned, an overdue fine is calculated retroactively from the original due date. The patron is responsible for this fine, up to the their limit set by their Overdue Patron Policy setting:

• • Fines limited by item cost. The overdue fine will not exceed the replacement cost of the item.
  • Maximum fine for overdue item. The overdue fine will not exceed the amount specified here.

The operator can accept the patron's payment and/or forgive (waive) all or part of this fine here. If a partial payment or no payment is made now, the balance can be paid or forgiven later in Circulation > Charges tab > History subtab.

Enter or adjust any of the charges or payments for this transaction, then click Process.

4. Success!

The item has been returned to circulation, and any remaining charges have been posted to the patron's account.

Learn More

• Blog:
  Pass Over Overdue Fines (Alexandria)

  • preferences
  • fines
  • lost
• Blog:
  End-of-year tips: Item clean up (Alexandria)

  • end-of-year
  • lost
  • discarded
  • inventory
• Blog:
  When does an overdue item become lost?  (Alexandria)

  • preferences
  • policies
  • lost
  • overdue
• Blog:
  Feeling lost?–Handling lost and discarded items (Alexandria)

  • lost
  • discarded
  • charges
• Blog:
  Lost books? Remind your patrons about them! (Alexandria)

  • reports
  • notices
  • lost
• Blog:
  Lost, Discarded — Hidden! (Alexandria)

  • auto-hide
  • researcher
  • preferences
  • lost
• Blog:
  Renew, Lost, Delayed? (Alexandria)

  • circulation
  • lost

Security Preferences

Each Security Groups can be assigned their own set of preferences that determine what kind of access to the program those users are permitted. Preference settings are listed in order of least to most access, and a higher level of access includes all lower access features. For example, if the Circulation > Charges preference is set to Forgive Charges, that user is also given the Make Payment and View permissions. 

These settings apply to lost and overdue fees:

Glossary